Guidlines
Why include your visual?- explain in text
Is the information in your visual accurate?- get from reliable sources
Is your visual focused?- only include necessary information
Is the visual consistent?- define in text, make sure follows text
Does your visual specify measurements and distances?- make sure to not units of measure ment
Is lettering readable?-
Is the caption clear?- captions must clearly describe the visual
Is there a figure or table number?- assign numbers if there are more than 5 visuals
Is a list of figures or tables needed? see above
Are visual numbers listed in text? Refer to visuals in text (ie see table three)
Are visuals appropriately placed?- place where they are talked about in text, if able
Do visuals stand out from surrounding text?
Tables
summarizes data in a brief space, can be numbers or letters
Components of tables:
table number
table title
boxhead- beneath title, states column headings
stub- left hand vertical column of table, lists items shown in body of the table
body- gives data
rules- used to separate table into various parts
source line- identifies where info was obtained
footnotes- used to explain items in table
continuing tables- repeat headings if table goes onto next page
Graphs
present numerical data in visual form
less accurate than tables
usually w/ tables for accurate numbers
Line graphs
give title that describes data clearly and concisely
indicate zero point
divide axises into equal portions
include enough points to plot to accurately depict data
try not to use gridlines
include key if necessary
include where info was obtainedtry to present data as accurately as possible, make sure proportions are accurate
Bar graphs
quantities of the same kind of info. at different periods of time
quantities of different info. during a fixed period of time
quantities of different parts to make up a whole
Pie Graphs
whole circle is 100%
begin at 12 o'clock position and sequence clockwise, from largest to smallest
use distinct colors or patterns for each wedge
keep labels horizontal and include percentage
make sure all wedges add up to 100%hard to read if there are more than five or six slices
Picture graphs
use easy to understand symbols
have each symbol represent a specific number
show larger quantities by increasing the number of symbols not the size
Dimensional-Column Graphs
Drawings
show from point of view person will use it
show relationship to the largest system
draw in proportion
for a process, arrange from left to right and top to bottom
label important parts
Flowcharts
use arrows to show directions between standardized blocks
label all steps
include key if applicable
do not crowd information in
Organizational Chartsshow various components of an organization
Maps
clearly identify all boundaries
eliminate unnecessary info.
include a scale
indicate North
emphasize key features
Photographs
has effect on choice of use, emphasis, reasons, and supporting material
vary by situation
1) consider whether your views will make problems for the readers
2) Don't offer new ideas, directives, or recommendations for change until your readers are prepared for them
3) Your credibility with readers affects your strategy
4) If your audience disagrees with your ideas or is uncertain about them, present both sides of the arguement.
5) Win respect by making your opinion or recommendation clear
6) Put your strongest points last if the audience is very interested in the argument, first if it is not so interested- Last when interested to keep their attention
7) Don't count on changing attitudes by offering information alone-
8) Testimonials are most likely to be persuasuvie if drawn from people with whom the readers associate
9) Be wary of using extreme or "sensational" claims and facts
10) Tailor your presentation to the reasons for readers attitudes if you know them
11) Never mention other people without considering their possible effect on the reader.
Sizing Up Your Readers:
think of readers as real people, to help with this ask are they:
- deeply or mildly interested in the subject of your communication?
- familiar or unfamiliar with your views, competetance, and feelings about them?
- Knowledgable or ignorant of your authority in the area discussed, your status, and your associations of possible importance to them?
- Committed or uncommitted to a viewpoint, opinion, or course of action other than the one you favor in your letter, report, or other document?
- Likely or unlikley to find your proposal, idea, finding, or conclusion threatening or requireing considerable change in their thought or behavior
- Inclined or uninclined to think and feel the way they do abuot the subject because of identifiable reasons, prejudices, or experiences
- associated formally or informally with groups or organizations involved in some way with the idea or proposal you deal with?
Following guidlines to help you sersuade your audience to gain approval
* You should refer to this before and while you formulate your plan
1) Approach writing a proposal as a problem-solving activity.
- your goal is to solve a problem. It is important not to lose sight of this problem when you plan and write your proposal. Everything in your proposal should relate to the problem and the organizing should reflect your ability to solve the problem. (you need to make the reader feel confident taht you can solve the problem.
2) Regard your audience as skeptical readers.
- do not believe that your reader will automatically accept your plan as the best way (BE SKEPTICAL). Readers will naturally question everything you say. *They will w/h their approval if there are any errors.
Solution: appraoch your proposal from the reader's point of view...
3) Reserach your proposal carefully.
- readers demand hard facts and it is the facts that will wiegh most in your proposal success.
-Concrete examples persuade / unsupported examples will not.
4) Prove that your proposal is workable.
- the bottom line "will this plan work?" Thus your proposal should be well thought out and feesable for the organization (ex. 50 person company cannont triple workforce)
Solution - analyze and test each part of your proposal in advance to eleiminate any quirks
5) Be sure that your proposal is financially realistic.
- is it worth the money? Again is it feesable
6) Package your proposal attractively.
The appearance as well as the content of your proposal can determine whether it is accepted or rejected. To do this try and take advantage of any software programs dealing with desktop publishing available to you.
INTERNAL PROPOSALS:
primary purpose- to offer a realist and constructive plan to help your compay rut its business more efficienty and economically.
example: Figure 1 pg 245
You may discover a better way of doing something or a more efficient way to correct a problem.
typical problems at work focus on: money, personnel, outdated technology, health concerns, and organizational communications.
example: you observe a way to increase efficiency and save money, you can submit a proposal to your supervisor.
Many times employees may be afraid to suggest a solution because of fear of loosing their job. Toyota has a policy that no employee will lose their job, now often employees will find solutions, if these solutions replace the need for their job they will be rewarded and transfered to an area they can be more useful at.
generally proposals can be informal, in-house memos. Such in-house topics include: -purchasing new or more advance equipment (word processors, weapons (army police) -hiring new employees or training current ones to learn new stuff -eliminating a dangerous condition or reducing environmental risk -improving communication w/in b/w departments -revising a policy to improve customer relations
Your Audience and Office Politics writing an internal proposal requires you to be aware and sensitive to office politics. To be successful, you must write to the the needs and likes of your audience. again you can expect your audience to agree with you, you have to convince him.
obsticles: your boss may feel threatened by your plan or indifferent to it. solution: show the change proposed is in everyone's best interest don't overlook: that your proposal will probably have to travel up the ladder for approval which may mean working with your boss to put his name on it for extra creditbility.
before your write, - consider the implications (some change to your department may have a butterfly effect and potentially disruptive implications for another office or division within your company. thus, talk to your boss about it, produce a draft, then seek revisions and feedback.
NEVER, submit an internal proposal that relies on someone else to supply information, that pushes responsibility onto them because your proposal could be reject on basis of lack of concrete evidence.
The Organization of an Internal Proposal: straight forward plan from identifying the problem to solving it. Example Firgure 1 pg 250
Introduction: state why you are writing this, "I propose that . . ." , state why think a specific change is necessary, define the problem, emphasize your plan as the solution. (stress urgency of action when necessary ex. it is costing the company thousands of dollars a day)
Background oftheProblem: prove that a rpoblem exists by documenting its importance for your boss and company, (the more you show how it effects your boss, the more likely you'll persuade him) Avoid: vague, unsupported, generalizations ex) "we're losing money" Instead: use quantifiable details ex) "company is losing 1,857 $s/day"
Solution or Plan: describe the change you want approved and tie your solution directly to the problem. Give factual evidence, do not give just an outline with details that can worked out later. Supply Details and answere the questions: 1) is the plan workable-can it be accomplished here in house 2) Is it cost effective - will it really save us moeny in the long run or will it lead to more expenses
to get your boss to yes, supply the facts. Its good to also raise alternative solutions.
a proposal to change a procedure must include the following details: 1. how the new/revised procedure will work 2. how many employees or customers will be affected by it 3. when it will go into operation 4. how much it will cost the employer to change procedures 5. what delays or losses in business might be expected while while the company swithces from one procedure to another 6. what employees, equipment, or locations are available to accomplish this change.
your boss will be concerned about: schedules, working conditions, employees, mehtods, locations, equipment, and the costs. *The costs will be the utmost important so make sure there is an accurate budget.
Conclusion should be short (1-2 paragraphs), your intention is to remind the reader that the problem is serious, the reason for change is justified, and that the reader needs to take action. select the most important benefits and emphasize them again. Make sure in it you present yourself as open and willing to discuss it further.
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Sales Proposals:
Most common type of external proposal. PURPOSE is to sell your company's products or services for a set fee. It is a marketing tool, and thus should include a sales pitch and detailed description of the work you propose to do.
examples, fig 2 & 3 pp. 252-256
Audience and its needs: The audience is usally one or more business executives having hte power to approve or reject a proposal. A diffrenece b/w an iteranl proposal is that your audience is going to be even more skeptical since they may not know you or your work and your proposal may be evaluated by experts. Evaluation of your work according to 1) how well it meet their needs and 2) how well it compares with the proposals submitted by your competitors.
Key to success? incorporating the "you attitude" throughout. Relate your product, services, or personnel to the reader's exact needs stated in the (Request for Proposal) or (through your own investigation). You CANNOT submit the same proposal for every job you want to win if you expect ot be awarded because differnet firms have differnet needs. MOST IMPORTANT QUESTION the reader will raise... "How does this proposal meet our company;s special requirments. OTHER QUESTIONS.... - does the writer's firm understnad our porblem? - Cna the writer's firm deliver what it promises? - Can the job be competed on time? - What assurances does the writer offer that the job will be done exactly as proposed? ((** YOu must answere these questions by demonstrating how your proudct or services is tailored to the customer needs.
Organizating a Sales Proposal:
has the following parts: intro, description of the proposed product or service, timetable, costs, qualifications of your company, and conclusion.
Intro: single paragraph to severla pages if more complex. It should prepare readers for what is to come.... it should include the following sections: 1. Statement of purpose and subject of proposal - tell readers why you are wrting and identify the specific subject of your work. 2. Background of the problem you propose to solve. - show readers that you are familiar with their problem and that you have a firm grap of the importance and implications of the problem.
Description of the Proposed Product or Service: (the heart of your proposal because before customers spend money they want to hard factual evidence of what you claim can and should be done. cover these points: 1. Carefully show your potenial customers that your porudct/service is right for them. 2. Sesvribe your work in suitable detail- what it looks like, what is does, and how consistently wand wll it will perofrm in the readers' place of work. 3. Stress any special features, maintaenance advantages, warranties, or service benefits.
Timetable: this shows that you know your job and can accopmlish it in time. Your dates should match those listed in the RFT. Provide specific dates
Costs: Budget should be accurate, complete, and convincing. A proposal if accepted is a binding legal agreement so it is important not to underestimate costs in hope to win the job. Give the reader more than the bottom line cost. Itemize costs for specific services (dosen't this create a nickle and dime situation?)
Qualifications of your company: emphasize your company and its accomplishments in relevant situatoins. NEver misrepresent your qualifications! (Don't fake it till you make it) Unethical and could be caught.
Conclusion: "The call to action" , encourage your reader to accept your plan. Stress the major benefits. Offer to be open and answere questions/concerns.
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Richard Johnson-Sheehan
Writing Proposals with Style:
WHAT IS STYLE?
WRITING PLAIN SENTENCES
Guideline 1: The subject should be what the sentence is about At a very simple level, the readers cannot easily identify the subject of the sentence or the subject of hte sentence is not what the sentence is about. ex. pg 262
Guidline 2: Make the "doer" the subject
Guideline 3: State the action in the verb - Readers tend to ocus on who ro what is doing something in a sentence.
Guideline 4: Put the subject early in the sentence - subconsciously, readers start every sentence looking for the subject, b/c it tells the readers what the sentence is about. If it is in the middle the readers will have greater difficulty finding it, and thus the sentence will be harder to read.
Guideline 5: Eliminate nominalizations - Nominalizations are perfectly good verbs and ajectives that have been truned into akward nouns, ex) pg 264
Guideline 6: Avoid excessive perpositional phrases - Prepositional phrases are necessary, but overused and make writing too long and tedious.
Guideline 7: Eliminate redundancy - we use redundant phrasing in an effort to stress our points. ex) unruly mob, ex) we should collaborate together as a team, - they should be eliminated b/c they use 2 words instead of 1 for the same effect.
Guideline 8: Make sentences "breathing length" - a sentence is a statment designed to be spoken in one breath.
or, A Simple Method for Writing Plainer Sentences to sum up the 8 sentence guideline, just write out your draft as usual (not really paying attention to style), then as you revise, identify difficult sentences and apply these 6 steps: 1. Identify who or what the sentence is about, 2. turn that who or what into the subject, and hten move the subject ot an early place in the sentence., 3. Identify what hte subject is doing, and move that action into the verb slot. 4. Eliminate prepositional phrases, where appropriate, but turning them into adjectives. 5. Eliminate unnecessary nominaliatoins and redundancies. 6. Shorten, lengthen, combine, or divide sentences to make them breathing lenght.
example pg 267,
WRITING PLAIN PARAGRAPHS
The Elements of a Paragraph:
-Transition Sentence purpose is to make a smooth bridge from the previous paragraph to the present paragraph. most paragraphs don't need them
-Topic Sentence the claim or statement that the rest of the paragraph is going to prove or support. it is the most important sentence in any given paragraph
-Support Sentences if/then, cause/effect, better/worse, greater/lesser kinds of arguments intended to prove the claim made in the topic sentence
-Point Sentences usually restate the topic sentence at the end of the paragraph, especially useful in longer paragraphs but still optional
Aligning Sentence Subjects in a Paragraph -so each sentence in the paragraph stresses the same things
The Given/New Method -every sentence in a paragraph should contain something the readers already know and something new that the readers don't know. the given information should be early in the sentence and the new information should appear later.
When Is It Appropriate to Use Passive Voice?
when the readers do not need to know who or what is doing something in the sentence OR the subject of the sentence is what the sentence is about. passive sentences can often help you align the subjects and use given/new strategies. in scientific and technical proposals, the passive voice is often the norm because who will be doing what isn't always predictable.
